Guidelines for Participating Sites
Welcome to the WV Kids Project! Our goal is to make this project as easy as possible for all members of our team, and most importantly, for our patients and their families. Following the guidelines below will allow for a seamless experience for everyone involved.
Participating Site Operational Guidelines
Patient Information Transfer and Appointment Scheduling
Prior to the visit, the patient site will do the following:
- Have parent or guardian complete the intake packet including the Patient Information, Insurance Information, and Responsible Party Information (one form), provide signatures by the parent or guardian to consent to treatment, for payment, and notice of privacy (3 signatures, 1 form), a signed Clients Rights and Responsibilities form (one form), and a signed Process Strategies Attendance Policy and Controlled Substance Agreement (one form) and return these 4 forms to the provider site. These forms can be downloaded and printed at (application). Please scan these forms to email@example.com. If you require records of visits to be sent back to you, please have the parent or guardian complete your release of records form, and include this with the scanned packet. We will not release records unless this form is complete, and will release psychiatric records consistent with state and federal law.
- Provide for the Process Strategies staff the most recent health information for the patient, including recent progress notes, a record of current medications, and any recent or relevant psychiatric evaluation.
- Once Process Strategies staff has received the above, we will assess for appropriateness for tele-psychiatry.
- If the patient is appropriate for telehealth visits, we will assure that we have received all appropriate paperwork and schedule the appointment. We will notify the site of the date and time of the visit. Please promptly communicate that information to the patient and/or family.
- We will develop the patient record on EMR.
- We will call the patient site to confirm the appointment one day prior to the appointment. Provider site should confirm with the patient that he or she will attend, and remind them of the Attendance Policy for Process Strategies.
Confidentiality and Privacy
- All participants in the room at the provider site and the patient site will be identified to the patient prior to starting any session.
- During the session, the room shall be considered a patient exam room at both the provider and patient site
- Room should have a door that can be closed to provide privacy throughout the visit.
- Noise distraction should be limited.
- No interruptions are allowed during the visit.
Patient Safety, Crises and Emergencies
A staff member must be present at the patient care site through the entire appointment to assist the patient and/or provider during the appointment.
- A patient who is suicidal, homicidal, or suffering acute psychosis must have additional personnel in the room and a family member present to address safety concerns. This is not typically an appropriate patient for a telehealth visit, however if these concerns are brought up during the telehealth visit, the patient site will need to make arrangements for immediate intervention as necessary for patient safety.
- Medical or behavioral emergencies should be managed per patient site policies and procedures.
- The patient site should let patients know that for after-hours emergencies, they should dial 911. Crisis provider numbers in the patient’s area should be provided by the patient site.
Post Appointment Process
- Process Strategies will assure transmission of prescriptions, lab orders and progress notes (if a release has been received). Process Strategies will bill for the visit.
- Prescriptions will be processed electronically unless prohibited by law or circumstance. For Schedule II medications, care provision by telehealth only is prohibited by law. Therefore, patients in need of Schedule II medications will need to be seen on site at Process Strategies for their initial visit and for one visit annually.
Participating Site IT Guidelines
- Please maintain your equipment in good working order at all times, including being plugged into a power source.
- Prior to a scheduled telehealth visit, please test the equipment.
- Once a quarter or more often as needed, Process Strategies will schedule a system test call with the patient sites. The patient site should have a user and an IT support employee available for those test calls.
- If you experience a problem with connectivity, please contact your IT support in your organization first. If the problem cannot be solved, or if there is a problem with the equipment, please put in a helpdesk ticket at firstname.lastname@example.org. You should receive a return email very shortly assigning your ticket to an IT support employee. Please provide as much information as possible in the email to allow us to problem solve before calling you back. You may also call the WV Kids Helpdesk at 304-348-1424. You may need to leave a message, and IT support employee will get back to you. Again, please leave a detailed message regarding your problem. Remember, the WV Kids Help Desk can only help with problems related to this project. If you are using the equipment for any other purpose, your organizational IT department must provide support.